Recruitment and Employment Policy for Administrative and Staff Positions*

Unless otherwise stated, any documents or forms about hiring referred to in italics are available on the Human Resources website located at http://humanresources.vassar.edu.

Vassar College seeks to attract the best-qualified candidates who support the mission of the College and who respect and promote excellence through diversity. The College is committed to equal opportunity and follows recruitment and selection practices that comply with all applicable employment laws. To this end, the College recruits, hires, trains and promotes individuals without regard to color, race, religious belief, sex, marital status, sexual orientation, national or ethnic origin, disability, veteran status, or age.

This policy is intended to assist supervisors who are responsible for filling vacant positions at the College. Questions about administrative and staff employment policies and procedures should be directed to the Office of Human Resources (HR). HR can provide insight and assistance to hiring supervisors and search committees in all areas of the search process, including screening applications, interviewing, and reference checking. Questions about equal employment opportunity and affirmative action policies and procedures contained herein should be directed to Vassar’s Office of Equal Opportunity and Affirmative Action (EO/AA).

Requests for new positions and temporary employees should be discussed with the Senior Officer of the department who can advise the supervisor on the appropriate steps.

Initiating a Search

The hiring supervisor should complete two steps before contacting HR or the EO/AA officer:

  1. The hiring supervisor consults with the senior officer to whom he/she reports to review the need for the vacancy to be filled, in the context of the continuing work requirements of the department and opportunities for improvement or greater efficiency.

  2. If it is determined that the current vacancy does need to be filled, the hiring supervisor prepares a draft job description, including the following essential information:

    • Suggested position title.

    • Type of position (regular or temporary, full-time, part-time, academic year).

    • Specific job duties.

    • Skills, credentials, and experience required.

    • Anticipated salary range.

The details included in a job description assist in attracting a diverse and broad range of qualified candidates. Requirements that are too rigid or narrowly defined may unnecessarily exclude some qualified candidates from serious consideration.

After the position is approved for posting, the hiring supervisor works with HR and the EO/AA office:

  1. The hiring supervisor sends the completed Search Form and the draft job description to HR. (For administrator positions, a draft of a job advertisement should also be included.)

  2. The hiring supervisor must meet with HR and with the EO/AA Officer to discuss the skills and requirements of the position as well as recruitment strategies. HR will review the job description and the job advertisement to ensure that all College and legal requirements are met and that the advertising costs are appropriate.

  3. Working with his/her Senior Officer, the hiring supervisor creates a search committee when appropriate, the size of which can vary, to assist in the hiring process. The composition of the search committee provides an opportunity to renew and re-affirm the College’s commitment to diversity and inclusion. Students or employees outside the hiring department may also be invited to participate on a search committee.

Posting/Advertising the Position
  1. HR will post vacancies internally on the College’s web site and on the various bulletin boards. Positions covered by collective bargaining agreements must be posted internally for five working days before external recruiting can be initiated. Generally, Administrator positions are simultaneously advertised externally and internally.

  2. HR will advertise positions to assist in ensuring that the applicant pool is diverse and qualified. Affirmative Action and Equal Opportunity Recruitment Resource Guide is a helpful resource for search committees and hiring supervisors to reference in their search for minority and women candidates. Search committees and hiring supervisors are also encouraged to suggest publications or websites which can be used for job advertisements.

Screening/Interviewing Candidates
  1. Consistency in the screening of all applications is essential. Selection of candidates to be interviewed must be based on the nature of the position and qualifications of applicants.

  2. Vassar employees with excellent work performance who meet the qualifications of the open positions should be reviewed for promotional opportunities.
  3. All those involved in the hiring process should be familiar with the Summary Guidelines on Interviewing which can help prevent allegations of discrimination as a result of an interview question.

  4. The hiring supervisor is responsible for scheduling interviews and providing each candidate to be interviewed with a copy of Vassar’s Statement of and Commitment to Diversity. All applicants who are interviewed on campus must complete the Vassar College Employment Application.

    • The hiring supervisor may consider the use of telephone interviews to:

    • Clarify information provided on the application or résumé.

    • Discuss a candidate’s interest in the position and salary expectations. This is helpful when there is a large discrepancy between the candidate’s salary expectations and the anticipated salary of the position at the College.

    • Gather additional information about a candidate before travel expenses are incurred.

  5. The hiring supervisor should maintain records to indicate the number of applications received, the number of candidates interviewed (on the phone or in person) and the number of minorities and women at each stage of the search process.

  6. HR may reimburse recruitment expenses for job candidates in accordance with the Recruitment Expense Reimbursement Policy.

Offering the Position

After the preferred candidate has been identified:

  1. The hiring supervisor performs reference checks before offering the position.

  2. HR, the hiring supervisor, and the senior officer collaborate to determine the starting salary. Consideration will be given to the competitive salary information available, the candidate’s job experience and the salary budget for the position. (Hourly rates for positions covered by a collective bargaining agreement are determined by union contracts.)

  3. HR will prepare the offer letter, in consultation with the hiring supervisor for administrator and non-unionized staff positions. The letter will confirm salary information, the tentative (or confirmed) start date, benefits information and, if appropriate, relocation reimbursement information. Hiring supervisors should contact HR to review the process for offering a candidate a union position. Contact HR for further information on job offers for union positions.

  4. The hiring supervisor contacts all interviewed candidates who were not selected, to notify them that the position was filled and to thank them for their interest in Vassar.

Concluding the Search
  1. If the candidate does not accept the job offer or if no candidate meets the hiring expectations of the search committee or the hiring supervisor, the position must be reposted and/or re-advertised.

  2. If the candidate accepts the job offer, the hiring supervisor submits a completed status change form to HR.

  3. The hiring supervisor contacts HR to schedule a time for the new employee to complete HR forms on the first day of his/her employment at Vassar and to schedule a time for new hire orientation.